How do I import a W-2 form?

Saving and completing the import file

  1. Click on the Import Data button.
  2. Choose Import via Excel.
  3. Click the W-2 form type.
  4. Click OK.
  5. Click Excel Template and Instructions.
  6. Choose where to save the file.
  7. Name the file.
  8. Click Save.
  9. The import file will open automatically. Make changes to the import file to enter the applicable information.

Editing the import file

Some guidelines to keep in mind while completing the W-2 import file:

  • Column headings (Row 1) in the import file cannot be changed
  • Red column headings are required in order to successfully import data
  • Sample Payer/Recipient data, codes, and dollar values in the template should be removed before importing
  • Each row is equivalent to one form
  • Payer information should be repeated on each row
  • The import file can contain only annual/year-end data OR transaction data in one file
  • Only the first worksheet/tab in the Excel file will be imported
  • Format all fields as Text
  • For checkboxes, enter a value of True, 1, or X in the cell. To leave the box blank, enter a value of 0, False, or leave the cell blank

Two fields required to import W-2 forms are "Kind of Payer" and "Kind of Employer". Use the following codes when completing the import file:

Kind of Payer

Kind of Payer
941 R
944 F
Agriculture A
Household H
Military M
Medicare Qualified Government Employee Q
Railroad X

Kind of Employer

Kind of Employer
Federal Government F
State/Local non 501c S
501c non-gvt T
State/Local 501c Y
None of the above N

For more information on how to complete the import file, please see the How do I complete the import file? article.

Importing the completed import file

  1. Click on the Import Data button.
  2. Choose Import via Excel.
  3. Choose the Import W-2 form type. 
  4. Click OK.
  5. Click the Browse For File button.
  6. Locate the saved import file.
  7. Click Open.
  8. If there are errors on the import file, the errors will be displayed on the Audit Report screen. Go to Procedure 4 if errors are found when importing.

Fixing errors on the Excel file

  1. On the Audit Report screen, click on the Export Error File button.
  2. Choose where to save the file.
  3. Name the file.
  4. Click Save. The file will open automatically.
  5. Refer to column A: "Error Description".
  6. Errors found on the import file will appear in the row the error was found in. For example, if there is an error description in row 2, the error will be found in row 2.
  7. Review the file for any fields highlighted in yellow. Fields in yellow contain errors.
  8. After making the applicable changes, save the file.
  9. Attempt the import again, this time with the errors file saved in step 4.

For more steps on how to correct errors on the import file, please see the Troubleshooting common import errors article.

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